For this particular use case, we want to create a list to capture both every contact record currently in our system, as well as all records that are created in the future. We’ll use this list to further segment leads and create meaningful subgroups. To do this, we’ll need to create a dynamic list with a few different criteria.
Creating the List
Step 1: Click on the green “New” button located in the top right corner of SharpSpring.
Step 2: Select "List" from the drop down menu.
Step 3: A modal will appear. Name the list and give it a short description. If you’d like to manually be able to add contacts to this list from the Contact Manager, select the toggle below the description text input. Finally, choose what type of list you’d like this to be. Manual lists are lists you add to yourself and don’t incorporate automation rules. Rules based lists automatically add leads based on criteria you define. For this example, we will make this a Rules based list.
Step 4: Click “Create List”.
Step 5: From the list screen, navigate to the “Dynamic or Static” section. Static lists are lists you can apply rules to, but that only build one time. They don’t proactively listen for further changes and apply leads as they meet your criteria. In contrast, Dynamic lists are lists that will keep adding leads as they fulfill the criteria you’ve specified. Additionally, there’s a toggle “Apply to the contacts already in your database”. If this toggle is off, dynamic lists will start off empty and only apply leads as they meet your criteria going forward. If this toggle is on, it will apply the rules to existing contacts as well as those in the future. For this example, we want a Dynamic List with the toggle turned on.
Step 6: Next, you’ll declare the conditionals for when this list should pull in a lead. In our example, we want it to pull in a lead when either their First Name, Last Name, or Email fields are not equal to “ “. Since a contact in SharpSpring should have, at minimum, at least one of these fields, this should pull in all of the contacts in the system. Select “When a contact has the field”, begin typing “First Name”, and select the field from the autocomplete options. Leave the value text input blank, and select “not equal” from the drop down menu. Click "Add Rule".
Step 7: Repeat Step 6 for the “Last Name” and “Email” fields.
Step 8: Ensure the rules are being compared on a “when any” basis by looking at the drop-down menu above. This will ensure that only one of the conditions needs to be true in order for that contact to be added to this list.
Step 9: Click “Save Changes”.
Congratulations! You’ve finished the walkthrough of how to build a list that captures every contact record in your system.